Time Management BET 600 Phase I: Managing Yourself
Video Introduction BlackBerry and South Park (Ebinum) 5 min: Introduction with fun video clip: BlackBerry and South Park (Ebinum)
Agenda A Day In YOUR Life A Game Perception of Time Cultural Differences Gantt Chart Prioritization 4 Hour Work Week
A Day In YOUR Life
Why Manage Your Time? Helps reduce stress Promotes healthy mind and body Prepare Overall happiness Balanced lifestyle Sense of accomplishment Accomplish more
Lessons Learned from Tom Hunter Perspective Discipline Find your personal style Be Flexible at the right moment There are only 24 hours in a day
30 min: flash card/ role playing activities (Kryst role playing cards)- TODO: create tasks that needs to be done in the scenario into powerpoint (Jaewoo)- scenario role playing: - obstacles, unexpected delays, manage expectations - simple powerpoint showing the techniques learned through the activities
Let’s Play A GAME!
Company Introduction Company Name: Star Trek Inc. Organization Product: New Robot Series with ArtificialIntelligence - “Transporter” VP 1 VP 2 Manager 1 Manager 3 Manager 2 Employee 1 Employee N
Company Introduction Business Status Some prototypes have already been available. Release of the product is drawing near. Key patents were granted yesterday. As a team need to launch “Transporter” next week. Today is Thursday, launch date is Friday, October 30th. 25 person operation, been working on prototype for 1 year now, have customers who have paid waiting for launch of product.
Company Introduction Main Tasks Develop and strengthen sales partners, channels and clients to buy & sell your product, “Transporter”. Plan marketing strategies including industry launch party and press release. Prior to the release, review main specs/features/designs while implementing final reliability tests of the product.
Events for the scenario
Random events for the scenario Scenarios patent failure and design/testing fail = Delay VP wants all features and done faster= manage expectations Feature E will add 100 hours but double sales – what do you do? = Manage No Procrastinate: how did you deal with the internal Conflict:Vp expected sales in 3 days, but manager failed to communicate, VP and ee in fight, they lost $1 million. Employee wants to quit, VP needs employee – stuck. ADD another feature set to it..
Lessons learned on game Managing Employees How to deal with delay How to deal with expectation How to deal with situation to say “NO” How to deal with procrastination Lesson learned on game - the management (Jaewoo) - Delay (ebinum) - expectation (alan) - NO (mohanad) - procrastination (vishue)
Managing People For a manager
Not Request but make others understand first
Ask for not answers but solutions or alternatives
Focus on what you can contribute to
Empower duties and tasks to employees
Notify them of the due date
Try to incorporate employees’ time into your time frame to manage (Lead/Help/Check)
Managing People For an employee
Managing People For an employee
Understand boss’s goals and ways of working
Always be positive and proactive
Let him know consequence when you overload
Let him know when you are reaching saturation
point Try to be more flexible in managing your time since a portion of your time belongs to boss.
Why is Interruption a big impediment of Time Management? Reduces productivity Loss of thoughts Loss of valuable time
Methods to avoid Interruptions Do not Disturb sign Stand when interrupted Screen calls and visitors Agree on a quiet time Knowing what is important and what are not Saying “NO” is the biggest tool to avoid time wasting interruptions
Scheduling Time for Interruption Powerful tool in Time Management Two components of scheduling Time for interruption Scheduled interruptions vary from person to person.
Say NO So what happened? How did you say NO ? There is three ways to say NO: Just say, I’m sorry. say, “Let me think about it and get back to you.” it’s fine to say, “I can’t do this, but I can…”
Combating procrastination Everyone procrastinates, but it becomes a problem when it is frequent & habitual. How to identify a procrastinator? Starts work just hours before the deadline Actively looks for distractions. Eg. email Lies to themselves. Eg. “I work under pressure” Feelings of guilt, insomnia etc. Drinks more alcohol than others
Tips to combat procrastination Set realistic goals Divide and conquer Five minute plan Visualize success Reward yourself Know yourself
Is there a cure? Procrastinators are made not born Authoritarian parenting can be a cause Old habits die hard, expect slow recovery and setbacks Try different methods at different times. Cognitive Behavioral therapy for those who need help
Perception of Time Duration: Subjective vs. Objective - “How long will it take?” Time Management Tips:
Account for contingencies
Give yourself more time
Be aware of your emotions
Value of Punctuality Across Culture North America (USA and Canada) China and Japan Nigeria Latin America Middle-East (Arab)
Gantt Chart A Gantt chart is a type of bar chart that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Some Gantt charts also show relationships between activities, and can be used to show current schedule status.
Prioritization “90% of ‘urgent’ issues can actually wait.” – Tom Hunter, Partner, Gowlings
Times They are a Changin’ Trends since 1990s: The Internet explosion ‘Right-sizing’ and flattening Mobile offices Their negative effects: Information overload Asked to do more with less Blurring of home and work lives
The Prioritization Problem The Myth: We need to “make time” The Truth: We cannot; we have all the time there is1 86,400 seconds per day each2 Use according to our priorities Never enough time to do it all Remember the trends How to ensure important things get done?
Solutions - Past, Present, & Future
4-Quadrant Model of Prioritization Tasks / activities categorized by importance and urgency3 Yes Quadrant 1: Important and Urgent
Appear effective in short run, but burn out
E.g. Key customer needs information ASAP
Quadrant 2: Important, but Not Urgent
Have to make time
E.g. Planning next week’s activities
Important? Quadrant 3: Not Important, but Urgent
E.g. Boss needs status report ASAP
Quadrant 4: Not Important and Not Urgent
Avoid at all costs!
E.g. Water cooler gossip
No Yes No Urgent?
Exercise: Categorizing Activities In which quadrant would you place each of the following activities? You get a flat tire driving to a meeting Last-minute lunch with a banker re: funding An amusing You Tube video from a co-worker Determining how you will host a BET 600 workshop A flood in your R&D lab A co-worker needs to vent about their ex Significant other wants to watch TV with you
Exercise: Categorizing Activities Yes Quadrant 1: Important and Urgent Quadrant 2: Important, but Not Urgent 7. Significant Other 6. Co-Worker Venting Important? Quadrant 3: Not Important, but Urgent Quadrant 4: Not Important and Not Urgent No Yes No Urgent? 2. Lunch with Banker 4. Workshop Planning 5. Flood in Lab 1. Flat Tire 3. You Tube Video
Steps to Better Use Your Time Categorize all activities on the matrix Eliminate Quadrant 4 activities Minimize time spent in Quadrant 3 Increase time spent in Quadrant 2 Previous step should automatically reduce time spent in Quadrant 1, and stress
How Do I Find More Time for Q2? There’s actually a 13th month each year2 You just can’t see it on a calendar Look for it on a calculator: Start each work day one hour earlier! 5 hours/week * 50 weeks = 250 extra hours 250 extra hours / 8 hours/day = 31 extra days Use this extra hour each day for planning (Q2) and other important priorities
How Do I Know What’s Important?3 Morbid way: Imagine you’re attending your funeral How would a family member, friend, professional colleague, and community member pay you tribute? How do you want to be remembered? These are the things that are important to you! Cheerful way: Create a personal mission statement about: What you want to be What you want to achieve
Presenting the 4 Hour Workweek http://www.youtube.com/watch?v=68wIehAABPgRecommendations from Tim Ferris:http://www.rescuetime.com/http://www.asksunday.com/?gclid=CIr04rWw0Z0CFQYMDQodk0LBrg
Just DEAL With It The 4 Hour Work Week Secret Definition
define the problem, define your time
outsource tedious tasks
Liberation - Take a “mini retirement”
The Timothy Ferriss 'not-to-do' list 1. Do not answer calls from unrecognized phone numbers To do so would just results in unwanted interruption. Let it go to voicemail instead. 2. Do not email first thing in the morning or last thing at night. The former scrambles your priorities and plans for the day; the latter gives you insomnia. 3. Do not agree to meetings or calls with no clear agenda or end time. 4. Do not let people ramble Forget "How's it going?" when someone calls. Stick with "I'm in the middle of getting something done, but what's going on?"
The Timothy Ferriss 'not-to-do' list 5. Do not check email constantly — check at set times only. Focus on the execution of your top to-do's, instead of responding to others' manufactured emergencies. 6. Do not bother fixing small things. Define one single, most-important task for each day. Often, it's just a matter of letting little bad things happen (return a phone call late, pay a small late fee, lose an unreasonable customer). 7. Take at least one day a week off of your digital leash. Turn it off or leave it at home. So what if you return a phone call an hour later or the next morning? 8. Do not expect work to fill a void. Work is not all of life. Force yourself to work within tight hours. Focus, get the critical few priorities done, and get out.